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It’s that time of year again! Annual Saftey Mailings are due soon and we at Jack Jaffa and Associates are busy trying to make your lives easier. Take advantage of our Complete Safety Mailings Service, Advanced Customer Portal, and the new Jaffa deFined app for everything you need to complete your Safety Mailings without the hassle.

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Covid-19 and the restrictions implemented by NYC makes completing your end of the year property management tasks even more complicated than ever. With Jaffa’s non-contact safety mailing and stress-free auditing, we take away the stress of handling these and all your other compliance tasks.

In addition to their already comprehensive service, Jaffa has adapted their system and services to handle the new normal.

ON-CONTACT SAFETY MAILING

With our customized tenant portal for online responses, easy QR codes, and free call-in number, your tenants can submit their responses while maintaining social distancing. And because all tenant responses are sent directly to our office, and we upload all paperwork, this task is handled efficiently even if you are currently still working remotely.

Our mailing service includes all NYC requirements including:

Emergency Preparedness Guide

FDNY Checklist

Window Guard

Lead Paint Notice

Stove Knob Safety Covers

STRESS-FREE AUDITING

Audits for Record Production are at an all-time high, which means that you run the risk of being audited. Our portal allows you to compile, store, and access all required documents at a touch of the button so that you don’t need to worry about being audited. Just log-in, print, and arrive with everything you need to avoid violations.

2020 was COMPLICATED enough, why not SIMPLIFY your 2021 compliance? Contact a Jaffa Sales Representative to find out how.

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NYC has made some recent changes to your annual safety mailing requirements. As always, Jaffa, has made has made some changes too ensuring that when you trust them to handle your safety mailing, you’re covered for whatever NYC throws at you and are always compliant with the ever-changing laws.

In addition, NYC has been cracking down on landlords unable to produce required tenant documents when requested, with over 200 Violations already issued in 2019 already! And while you may not have noticed (hopefully, you haven’t yet), Jaffa has certain taken noticed and has added some cool BONUS FEATURES completely FREE OF CHARGE to help you track, manage, compile and create reports with your tenant documents.

Watch our short video to find out all your new requirement and how Jaffa can help you with them or visit: https://www.jackjaffa.com/annual-mailings/

Isn’t it time you started doing your safety mailings, SMARTER & BETTER?

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All property managers/landlords of a building with 3+ apartments must send yearly safety documentation and forms to tenants in order to ensure compliance with city agencies.

What are your requirements as a property manager/landlord?

You must:

• Hand deliver, mail first-class or send with January’s rent bill all required forms & information,
• Track and store responses and follow up on non-respondents,
• Inspect properties for lead paint and oversee any required window guard installations,
• Notify the Department of Health and Mental Hygiene (DOHMH) if you can’t determine if a child lives in a unit, and
• Keep records of sent mailings, follow-up efforts and tenant responses.

Pro-Tip: If you don’t receive responses from tenants, you need to inspect their apartments for proof of child(ren). If you can’t get into their apartments to do so, document and retain proof of your efforts for ten years to avoid criminal charges and liability.

What is included in the Annual Safety Documentation?

1. Fire & Emergency Preparedness (FEP) Guides – NEW to 2018!
2. Window Guard Notices
3. Lead Paint Notices
4. Forms inquiring about the ages of any children living in your tenants’ apartments, window guards and NEW to 2018, stove knob covers.

When must it be done?

• Notices must be delivered between December 15^th 2018, and January 16^th, 2019.
• Tenants must respond by February 15^th.

What are the penalties if you don’t do it?

The DOHMH and FDNY levy fines ranging from $500 to $5000 per violation for landlords who do not comply with this law.

If an accident occurs in one of your dwellings and you did not comply with this law, you may be charged with a crime, which can mean increased insurance rates, and/or prison time. To make it even worse, you can be hit with a lawsuit for negligence from the affected tenant.

How can you expedite your Annual Safety Documentation?

The Jaffa team can take care of the entire process for you. From mailing the forms to following up on any work that needs to be done as a result of your responses.

All you’ll need to do is fill out some basic information on our website and Jaffa will take care of the rest. Plus, we provide 5 easy ways for your tenants to respond ensuring a higher response rate, enabling your compliance.

Additionally, Jaffa can help you  keep tabs on the process by tracking the entire process online and viewing a scanned copy of the responses whenever you need them.

View a clip about it here or Contact Jaffa today for more details.

The post Everything you need to know about your Annual Safety Mailing appeared first on Jack Jaffa & Associates.

At each year’s end, those dreaded Annual Safety Notice Mailings need to go out, with all that entails.

NYC law requires landlords to send yearly safety documentation and forms to tenants in order to ensure compliance with city agencies. These documents include information on various safety aspects, as well as forms inquiring about the ages of any children living in your tenants’ apartments.

As with each of NYC’s compliance requirements, sending out your Annual Safety Notice Mailings is a process that involves multiple steps and strict adherence to the law.

Feeling overwhelmed? No worries; we’ll walk you right through the process!

Here’s everything you need to know about NYC’s mandatory Annual Safety Notice Mailings for landlords:

1) The law requirements

All tenants of residential buildings must receive the following annually:

A. Fire Safety Guides
B. Window Guard Notices
C. Lead Paint Notices

As a landlord or property manager of a dwelling that houses three apartments or more, you are responsible for:

• Ensuring that the required forms and information are sent to all tenants.
• Tracking and storing all tenant responses and following up on tenants who fail to respond.
• Inspecting for lead paint and any required window guard installations as responses are received.
• Notifying the Department of Health and Mental Hygiene (DOHMH) in the event that you are unable to determine if a child lives in a unit.
• Maintaining records of sent mailings, follow-up efforts and tenant responses for ten years.

2) Penalties for non-compliance

As always, there are consequences for failing to comply with the law. If you neglect to send out the Annual Safety Notice Mailings, do not take appropriate action when you receive the responses, or do not track the responses and follow up on those who haven’t returned the forms, you can be facing serious penalties.

If an accident occurs in one of your dwellings and you did not comply with this law, you may be looking at financial and criminal risks, which can mean increased insurance rates, and/or prison time. To make it even worse, you can be hit with a lawsuit for negligence from the affected tenant.

Aside from criminal charges and civil penalties, the DOHMH and FDNY levy fines ranging from $500 to $5000 per violation for landlords who do not comply with this law.

It just isn’t worth cutting corners and doing a quick job when it means paying for it later. You don’t want to mess with your annual mailings!

3) Sending out the mailings 

Your notices can be delivered via first-class mail, hand-delivered to your tenants, or sent out with the January rent bill, provided it’s sent out between December 15th 2017, and January 16th, 2018.

Once you’ve sent them out, you’ll need to wait for the responses and then take appropriate action where necessary.
Your tenants will have until February 15th to respond. If they fail to do so, you must make a reasonable attempt to inspect their apartment to determine if a child lives there. If you are unable to gain access to the dwelling despite making an effort to do so, it’s best to hold onto proofs of your efforts for ten years to avoid criminal charges and liability.

4) Preparing for your mailings 

To make your job simpler, start early. You can review your tenant rent rolls and verify that they are updated with the correct unit numbers, tenant names, phone numbers and email addresses. Meet with your team to determine who will be handling the follow-up lead inspections and window guard installations.

5) How to make your job even easier

It’s simple math really… Zero job for you = Zero headache for you So how do you make this annual headache as easy as possible? Just let Jaffa do the job for you!

All you’ll need to do is fill out some basic information on our website and Jack Jaffa Safety Notice Mailing Services will send the appropriate packets to your tenants.

Your tenants respond by filling in a simple form that gets sent back to us – not you.

All the responses get processed by our dedicated team and your account will be updated automatically with all the necessary information.

You can track the entire process online and view the scanned copy of the responses whenever you need them. All postage, processing, and uploading are included in our reasonable fee.

Contact us today for more details.

Whether you use our services or decide to do it yourself, remember to pay strict attention to every detail of your mailings to assure perfect compliance.

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